Data Processing Agreement

This agreement applies where you use PDFPipe to process personal data and the GDPR, the UK GDPR, or an equivalent law makes you the controller and PDFPipe the processor. It forms part of our Terms of Service and takes effect when you accept those terms. If your organisation needs a countersigned copy, email hello@pdfpipe.xyz and we will return one.

1. Roles and scope

You are the controller and determine the purposes and means of processing. PDFPipe is the processor and processes personal data only on your documented instructions, which your use of the Service constitutes. The subject matter is the provision of document rendering and e-invoice validation. The duration is the term of your subscription.

2. Categories of data

The personal data processed is whatever you choose to place in the documents you submit. In practice this commonly includes names, postal and email addresses, telephone numbers, customer and order references, payment terms, and, for e-invoices, bank account identifiers and tax registration numbers. Data subjects are typically your customers, suppliers, and staff.

Do not submit special category data under Article 9, or criminal conviction data under Article 10, without agreeing it with us in writing first. The Service is not designed for it.

3. Retention and deletion

Rendered documents are not stored unless you explicitly enable storage, in which case they are deleted at the end of your plan's retention window.

Invoices submitted for validation are processed in memory only. They are not written to disk, logged, or retained, and no copy survives the request. There is therefore nothing to return or delete at the end of the term in respect of validation content.

On termination, we delete account data within 30 days except where retention is required by law.

4. Confidentiality and security

Personnel with access to personal data are bound by confidentiality obligations. We maintain technical and organisational measures appropriate to the risk, including encryption in transit, access control on production systems, and least-privilege credentials. See our security page for detail.

5. Sub-processors

You give general authorisation for the sub-processors below. We will give at least 30 days' notice before adding or replacing one, and you may object on reasonable data protection grounds, in which case you may terminate the affected part of the Service.

6. International transfers

PDFPipe is operated from India, which is not the subject of a European Commission adequacy decision. Where personal data is transferred out of the EEA or the UK, the parties rely on the Standard Contractual Clauses adopted by the European Commission in Decision 2021/914, Module Two (controller to processor), which are incorporated into this agreement by reference, together with the UK International Data Transfer Addendum where the UK GDPR applies.

7. Assistance to the controller

Taking into account the nature of the processing, we will assist you with data subject requests, with data protection impact assessments, and with prior consultation, as far as is reasonably possible. If we receive a request directly from one of your data subjects, we will forward it to you rather than act on it.

8. Personal data breaches

We will notify you without undue delay, and in any event within 48 hours, of becoming aware of a personal data breach affecting your data, and will provide the information you need to meet your own notification obligations.

9. Audit

We will make available the information necessary to demonstrate compliance with Article 28 and will allow for and contribute to audits, including inspections, conducted by you or an auditor you mandate, on reasonable notice and no more than once a year unless a supervisory authority or a breach requires otherwise.

10. Contact

PDFPipe, Mumbai, India. hello@pdfpipe.xyz